Office of Climate Change Guyana September, 2017 TRANSITIONING TO NATIONAL ENERGY SECURITY: Bartica as a Model Green Town TERMS OF REFERENCE ENERGY AUDIT OF PUBLIC INSTITUTIONS, FACILITIES AND STREET LIGHTING IN BARTICA 1. INTRODUCTION AND BACKGROUND The Office of Climate Change (OCC) in the Ministry of the Presidency (MoP) has received grant funding from the Government of Italy under the Italy Caribbean Community (CARICOM) Partnership program to support implementation of the Project entitled Transitioning to National Energy Security: Bartica as a Model Green Town. The project is being implemented by the OCC in partnership with the Caribbean Community Climate Change Centre (CCCCC). The primary objective of this project is to establish a reliable point of reference for the existing state of energy use in Bartica from which the data generated will be used for future measurements and predictions for evidence-based decision making and pursuance of projects and programs. The secondary objectives list below are the first tier interventions that are expected to stimulate and expedite a comprehensive and robust renewable energy uptake program in the New Bartica Township. Bartica, has been designated the model town for Green Initiatives by the Government of Guyana. This project is considered critical to the stimulation and wider uptake of the much needed alternative energy solutions for Bartica, bearing important implications for its new developmental plans and transition towards a model Green Town, much for the greater good of a national Green Economy. The municipality of Bartica, although a relatively new will be seeking to seize the opportunity to lead this response at the local level by encouraging and helping other public entities, residents, businesses and organizations to reduce their energy consumption and transition to clean energy while improving their socio-economic status. Furthermore, the sensitization and awareness building needs to be encouraged at all levels, from Government Ministries, i.e., Finance, Communities (inclusive of housing and water), Public Infrastructure, Education and Academia, Public Security; to households, all need to be aware of what the development paradigm is. It is therefore within this context that the messages being transmitted would need to be targeted and focused on the particular interest group. For instance, it would need to be gender sensitive and contextually relevant for the municipality. And lastly, it would also be important to make the business case in pursuing a green economy development framework versus the traditional fossil fuel driven development. Page 1 of 6
2. OBJECTIVES OF THE CONSULTANCY 2.1 Objectives The objective of this consultancy is to conduct an evaluation of various energy consuming operations and procedures in public buildings and street lighting in Bartica. Moreover, the audits will determine and assess any wasteful as well as energy conserving practices, operations and procedures. The energy audit findings and the assessment of potential energy efficiency improvements will be used in the development of specific energy saving guidelines and applications for each type of government building, 3. THE TASK The selected consulting firm will at a minimum do the following: 1. Facilitate an inception meeting with the OCC and Bartica Municipality where a plan of work will be presented that will guide the implementation of the consultancy. 2. Review all the relevant documents provided by the OCC and the Bartica Municipality including the project document, the project work plan and any other source documents deemed necessary to complete the consultancy. 3. Consult with the OCC, the Bartica Municipality and the custodians of the public buildings in Bartica as required. 4. Prepare a final report of the work undertaken in this consultancy. 3.1 Scope of Work: The primary job scope is to perform energy audits on all public buildings throughout Bartica, in order to identify their current status of energy performance, advice on potential cost-efficient measures to improve it. The consultants will be required to: 1. Identify all public buildings suitable for energy audits: Through a series of meetings, site visits and stakeholder engagements; identify all suitable buildings which can be audited to assist in the development of the energy management guidelines. The choice of buildings will follow a set of criteria which has to be developed and agreed with the project team. 2. Review the existing operational characteristics of the building: Through a series of meetings, site visits and stakeholder engagements, identify and establish the operating characteristics of the facility, energy system specifications, operating and maintenance procedures, preliminary areas of investigation, unusual operating constraints, anticipated future expansions or changes, training needs and other concerns related to facility operations 3. Review existing documentation and management practice: All available facility documentation is reviewed with site representatives (where possible). This documentation should include all available facility operation and maintenance procedures and utility bills for the previous year. 4. OUTPUTS OF THE CONSULTANCY The selected consulting firm will plan, organize and effectively undertake the required work leading to the successful energy audit of public buildings and street lights in Bartica. The following outputs and deliverables must result from the tasks being undertaken by the consulting firm. 1. Inception Report, including survey tool/ framework. Page 2 of 6
2. A draft energy audit report to review and analyse existing operational and management characteristics of each building. The report should contain at a minimum the following: Analysis of peak power and energy consumption of public institutions, facilities (Guyana Water Inc. pump station) and street lights in Bartica. Analysis (cost and quantity) of fuel Consumption in energy generation Identify renewable energy options for Bartica Municipal Government to reduce energy bill Cost Analysis of transitioning to renewable energy options Energy efficiency plan for public buildings in Bartica and associated cost Emission estimates in current situation versus carbon neutral situation based on proposed renewable energy and efficiency options 3. Final Report (Ref 4:2) 5. REQUIREMENTS 5.1 Level of effort The level of effort required for the completion of the tasks should not exceed a total of one hundred and twenty (120) person days and is expected to commence on or about December, 2017 and be completed by March, 2018. The number of days assigned to each key expert should be stated in the technical proposal and the budget. 5.2 Personnel Key experts The consulting firm required for this assignment should have expertise in Renewable Energy, Energy Economics, with experience in conducting energy audits in public buildings and facilities. The consulting team should have a minimum of two experts comprising a team leader (Renewable Energy Expert) and Energy Economist. The prospective Contractor should have an appreciation of country context of Guyana or experience with similar circumstances in another country or region. Eligibility Criteria for Key Personnel should include the following: Key expert 1: Team Leader and Renewable Energy Expert The team leader will be responsible for the overall delivery of all outputs under this assignment with reference to international best practices. Qualifications and skills: University degree in Energy, Electrical, Mechanical, Electronics Engineering or related field. Post-graduate degree and specialist training in the area will be considered an asset. General professional experience: At least five years (for BS) and three years (for MS) continuous working experience in the field. Specific professional experience: Previous experience and knowledge in public energy audits; experience in designing and conducting technical and socio economic assessment of renewable energy projects; and knowledge of Guyana s energy sector would be an added advantage. Ability to co-ordinate and lead a multi-disciplinary team of experts, and to engage in a multicultural setting. Key Expert 2: Energy Economist Page 3 of 6
In collaboration with the team leader, the Expert will be responsible for assessment of the economic conditions of the identified targets to be audited. Qualifications and Skills: Bachelor s or Master s Degree in Energy Economics or related field. General professional experience: Minimum of 3 years of professional experience in with socio-economic assessment of rural areas. Specific professional experience: Experience with manipulation of energy data including data collection, data analysis and reporting. Expert report writing and communication skills and demonstrate ability to work in a team and multicultural setting. 5.3 Other experts CVs for experts other than the key experts will not be evaluated/scored during the tender evaluation but should be included in tenders. The selected consulting firm shall select and hire other experts as required to complete the tasks identified in this Terms of Reference. They must indicate clearly which profile they have so it is clear which fee rate in the budget breakdown will apply. All experts must be independent and free from conflicts of interest in the responsibilities accorded to them. 5.4 Office accommodation Not Applicable 5.5 Facilities to be provided by the Consultant The selected consulting firm or consortium shall ensure that its experts are adequately supported and equipped. In particular it shall ensure that there is sufficient administrative, secretarial and interpreting provision to enable experts to concentrate on their primary responsibilities. It must also transfer funds as necessary to support its activities under the contract and to ensure that its employees are paid regularly and in a timely fashion. 5.6 Equipment No equipment is to be purchased to support the implementation of the tasks outlined in the Terms of Reference. 5.7 Language Consultants must be fluent in English and all reports and other documents must be in English. 6. IMPLEMENTATION SCHEDULE The selected consulting firm will be responsible for the development of an implementation schedule for the consultancy with the OCC. This schedule should include but is not limited to the following: Inception meeting and the presentation of a work plan to the CCCCC Consultation with key stakeholders Review of documentation and preparation of draft plans and reports Presentation deliverables Presentation of draft and final plans reports 7. SUPERVISION AND REPORTING 7.1 Supervision The selected consulting firm will report to the Head of the OCC or her designee and will be responsible for the Page 4 of 6
preparation and delivery of a comprehensive report of the activities undertaken within the terms of this consultancy including those outputs/reports described above. The OCC Project Manager will be delegated responsibility for day to day liaison with the consulting firm to ensure that the expected outputs are achieved. 7.2 Reports The draft inception report will be present by the consultant or consulting firm at the inception meeting. Following the meeting the consultant or the consulting firm will incorporate inputs made at the meeting and other inputs provided by the OCC into a final inception report which will be presented within one week after the meeting. An electronic copy of the draft content manual report and other documentation will be presented to the Head of the OCC for distribution and review within the OCC, the Project Execution Office and Bartica Municipality among other stakeholders. The consulting firm will incorporate comments, feedback and inputs from the OCC, the Project Execution Office and Bartica Municipality among other stakeholders into the final expanded content manual and other documents. 8. DURATION OF THE CONSULTANCY It is expected that the implementation of this activity will be completed over the period commencing on December, 2017 and ending April, 2018 and will not exceed one hundred and ten (150) total working days. 9. BUDGET AND FINANCIAL PROPOSAL The consulting firm must submit a budget detailing estimated cost of the expected implementation of this activity. This budget must be in the form of a complete breakdown detailing costs of personnel, transportation, materials and other items. A fixed price contract will be entered into with the selected consulting firm. Payment will be made upon acceptance of deliverables by the Office of Climate Change. The maximum amount available for the implementation of these terms of reference is US$75 000.00 including consultant fees, travel cost and per diems. 10. BID EVALUATION CRITERIA The evaluation criteria and weightings that will be applied to this request for proposal are as follows: NO. DESCRIPTION WEIGHTING MAIN (TECHNICAL ) CRITERIA (70 marks total) A Qualifications of consultant and availability of named individuals including national experts 20 B.S. 10 M.S. 20 B Experience with similar work 25 At least five years continuous experience 15 C Seven years continuous experience 20 More than seven years continuous experience 25 Adherence to RFP specifications and related requirements: Clear understanding of required deliverables 10 Qualitative/discretionary (range from 0-10) 10 D Demonstrated track record of success, supported by references 10 At least three successful contracts or projects completed 6 Page 5 of 6
Five successful contracts or projects completed 10 E Work plan 5 Qualitative/discretionary (range from 0-5) 5 F G H COMMERCIAL CRITERIA (30 marks total) Competitive fee rates and expenses in relation to the market and demonstration of Value for Money. Clear and effective financial plan to deliver output based deliverables and key performance measures Financial approach and methodology for ensuring the requirements will be delivered on time and in line with agreed costs, highlighting any financial risks. Total 100 15 5 10 11. APPLICATIONS Interested firms are required to submit the documents listed in the Request for Proposal (RFP), Instruction to Consultants, 3.4 and 3.6 (page 22) on or before the deadline for submission. Each submission should include the name and address of the firm and shall be clearly identified as: Energy Audit of Public Institutions, Facilities and Street Lighting, Bartica, Guyana Contract # 32/2017/Italian Government/CCCCC. Technical Proposal and Financial Proposal must be submitted as two (2) separate PDF files, via email to: procurement@caribbeanclimate.bz The deadline for the submission of proposals is on or before 2:00pm (GMT-6), Tuesday 21 st November 2017. For queries regarding the Procurement documents and submission process, email: awilliams@caribbeanclimate.bz Attention: Ms. Allison Williams Procurement Officer Caribbean Community Climate Change Centre Page 6 of 6